Ellis County Public Records

What Are Public Records in Ellis County?

Public records in Ellis County are defined as information created, collected, or maintained by government entities that is accessible to the public under the Texas Public Information Act, codified in Texas Government Code § 552. This comprehensive legislation establishes the presumption that all government information is available to the public, with certain exceptions as specified by law.

Ellis County maintains numerous types of public records, including:

Court Records: Civil, criminal, probate, and family court cases processed through the Ellis County District Courts and County Courts
Property Records: Deeds, mortgages, liens, plats, and property assessments maintained by the Ellis County Clerk's Office
Vital Records: Birth certificates (limited to those born in Ellis County), death certificates, marriage licenses, and divorce decrees
Business Records: Business licenses, permits, and assumed name certificates (DBA filings)
Tax Records: Property tax information, assessment records, and tax liens maintained by the Ellis County Tax Assessor-Collector
Voting and Election Records: Voter registration data, election results, and campaign finance reports
Meeting Minutes and Agendas: Records of Ellis County Commissioners Court and other county boards and commissions
Budget and Financial Documents: County budgets, expenditure reports, and financial statements
Law Enforcement Records: Certain arrest logs, incident reports, and jail records (subject to privacy restrictions)
Land Use and Zoning Records: Planning documents, zoning maps, and development permits

The Ellis County Clerk's Office serves as the primary custodian for many of these records, particularly official public records related to property transactions, vital statistics, and business filings. Court records are maintained by the respective court clerks, while specialized records may be held by specific departments such as the Tax Assessor-Collector, Elections Administrator, or Sheriff's Office.

Is Ellis County an Open Records County?

Ellis County fully complies with the Texas Public Information Act (TPIA), as established under Texas Government Code § 552. This statute, commonly referred to as the "Open Records Law," establishes the fundamental principle that the public has the right to access government records unless specifically exempted by law.

Under Texas Government Code § 552.021, "Public information is available to the public at a minimum during the normal business hours of the governmental body." This provision ensures that Ellis County residents and other requestors can access public information during regular office hours.

Ellis County has established specific procedures for handling open records and public information requests in accordance with state law. The county follows the statutory timelines for responding to requests, which generally require a response within 10 business days of receipt.

Additionally, Ellis County adheres to the Texas Open Meetings Act (Texas Government Code § 551), which requires that meetings of governmental bodies be open to the public, with proper notice given in advance. This "sunshine law" works in conjunction with the Public Information Act to ensure transparency in county government operations.

The Ellis County Commissioners Court has adopted policies that reinforce the county's commitment to open government and public access to information, while also protecting confidential information as required by law.

How to Find Public Records in Ellis County in 2026

Members of the public seeking records in Ellis County may utilize several methods to locate and obtain the information they need. The county currently provides multiple access points for public records:

Online Access: Ellis County offers an online records search system for many public documents. Users can search for:
- Property records
- Marriage licenses
- Assumed name certificates
- Court records
- Tax information
In-Person Requests: Individuals may visit the appropriate county office during regular business hours to request records:
- For property records, vital statistics, and general county records, visit the County Clerk's Office
- For court records, contact the specific court where the case was filed
- For tax records, visit the Tax Assessor-Collector's Office
Written Requests: Submit a written public information request to the appropriate department. Requests should:
- Be addressed to the proper records custodian
- Clearly describe the information sought
- Include contact information for the requestor
- Be delivered by mail, email, fax, or in person
Public Information Request Form: Ellis County provides a standardized Public Information Request form that may be used to submit requests to any county department.

For specialized records, contact the specific department that maintains those records:

Criminal Records: Ellis County Sheriff's Office or the Texas Department of Public Safety Crime Records Division
Court Records: District Clerk or County Clerk, depending on the court of jurisdiction
Property Tax Records: Ellis County Tax Assessor-Collector
Voter Registration: Ellis County Elections Administrator

Under current law, the county must respond to requests promptly, typically within 10 business days, though complex requests may require additional time.

How Much Does It Cost to Get Public Records in Ellis County?

Ellis County assesses fees for public records in accordance with the guidelines established by the Texas Public Information Act and the fee schedules adopted by the Texas Attorney General's Office under Texas Administrative Code Title 1, § 70.3.

Standard fees for common record types include:

Copies of Public Records:
- Standard paper copies: $0.10 per page for letter/legal size
- Oversize copies: $0.50 per page
- Certified copies: $5.00 certification fee plus copy costs
Recording Fees (for documents filed in the Official Public Records):
- $25.00 for the first page
- $4.00 for each additional page
- Additional fees may apply for non-standard documents
Vital Records:
- Birth certificates: $23.00 per copy
- Death certificates: $21.00 for the first copy, $4.00 for each additional copy
- Marriage licenses: $82.00 to issue; $21.00 for certified copies
Court Records:
- Varies by court and document type
- Typically $1.00 per page for copies
- Additional fees for certified copies or research services

The county accepts payment by cash, check, money order, and credit card (with a processing fee) for most transactions. Some departments may have limited payment options.

Pursuant to Texas Government Code § 552.261, a governmental body may waive or reduce fees if doing so is in the public interest. Additionally, if a requestor is indigent and the records are requested for purposes related to the requestor's health, safety, or welfare, fees may be waived upon proper certification.

For large or complex requests requiring extensive personnel time or resources, additional charges may apply in accordance with Texas Government Code § 552.261.

Does Ellis County Have Free Public Records?

Ellis County provides free access to certain public records as required by Texas law. Under Texas Government Code § 552.221, members of the public have the right to inspect public information without charge during normal business hours. This provision allows individuals to view records at no cost, though fees may apply for copies or certified documents.

Free public records resources in Ellis County include:

In-Person Inspection: Individuals may examine public records at no cost by visiting the appropriate county office during regular business hours. This includes property records, court filings, meeting minutes, and other non-confidential documents.
Online Resources: Ellis County provides free access to several online record systems:
- Commissioners Court agendas and minutes
- County budget documents
- Election results
- Basic property information through the Ellis County Appraisal District
Public Access Terminals: Computer terminals are available at certain county offices, including the County Clerk's Office and District Clerk's Office, allowing visitors to search electronic records at no charge.

The Ellis County Clerk's Office provides free public viewing of recorded documents through public access terminals located in their office. While viewing is free, printing or obtaining copies will incur standard fees.

Additionally, the Texas Courts system provides free access to basic case information for many court cases, though detailed documents may require payment.

Who Can Request Public Records in Ellis County?

Under the Texas Public Information Act, specifically Texas Government Code § 552.023, any person may request access to public information maintained by Ellis County governmental bodies. The law does not restrict access based on:

Residency status (non-Texas residents have the same rights)
Citizenship
Age (though minors may face practical limitations)
Purpose or intended use of the information

Requestors are not generally required to identify themselves or state the purpose of their request, with limited exceptions. However, for certain sensitive records, identification may be required:

Personal Records: When requesting information about oneself, proper identification is required to verify identity and prevent unauthorized disclosure.
Motor Vehicle Records: Access is restricted under the Driver's Privacy Protection Act, and requestors must certify their permissible use.
Criminal History Information: Access may be limited to authorized entities or the subject of the records.
Vital Records: Birth certificates, death certificates, and marriage records have specific eligibility requirements under Texas Health and Safety Code § 191.051.

Government agencies, including other counties, state agencies, and federal entities, may request information through intergovernmental information sharing agreements, which may provide broader access than is available to the general public.

Commercial entities may request public information, but certain bulk requests or requests for information that will be used for direct marketing purposes may be subject to additional restrictions under Texas Government Code § 552.131.

What Records Are Confidential in Ellis County?

Ellis County maintains certain records that are confidential by law and exempt from public disclosure under the Texas Public Information Act. These exemptions are primarily established in Texas Government Code § 552.101 through § 552.158, which protect various categories of sensitive information.

Records that are generally confidential in Ellis County include:

Personal Identifying Information: Social Security numbers, driver's license numbers, and financial account information are protected under Texas Government Code § 552.147 and § 552.136.
Medical and Mental Health Records: Protected under both state law and the federal Health Insurance Portability and Accountability Act (HIPAA).
Juvenile Records: Most juvenile court and law enforcement records are confidential under Texas Family Code § 58.007.
Certain Law Enforcement Records: Information related to ongoing investigations, confidential informants, and security procedures is exempt under Texas Government Code § 552.108.
Attorney-Client Communications: Legal advice and attorney work product for the county is protected under Texas Government Code § 552.107.
Personnel Information: Certain employee information, including home addresses and family information of peace officers, is confidential under Texas Government Code § 552.117.
Victim Information: Information identifying victims of sexual assault or family violence is protected under various provisions.
Adoption Records: Sealed by court order and confidential under Texas Family Code § 162.022.
Child Welfare Records: Information maintained by Child Protective Services is generally confidential under Texas Family Code § 261.201.
Critical Infrastructure Information: Details about utility systems, security systems, and emergency response plans may be withheld under Texas Government Code § 552.139.
Economic Development Negotiations: Information related to ongoing business recruitment efforts may be temporarily confidential under Texas Government Code § 552.131.

When a request involves potentially confidential information, Ellis County officials must seek a determination from the Texas Attorney General's Office within 10 business days if they believe the information is exempt from disclosure.

Ellis County Recorder's Office: Contact Information and Hours

Ellis County Clerk's Office
109 S. Jackson Street, 1st Floor
Waxahachie, TX 75165
(972) 825-5070
Ellis County Clerk

Hours of Operation:
Monday - Friday: 8:00 a.m. - 4:30 p.m.
Closed on weekends and county-observed holidays

The Ellis County Clerk serves as the county recorder and is responsible for maintaining the Official Public Records of Ellis County. This office records and preserves various documents including:

Deeds, mortgages, and other real property records
Marriage licenses
Assumed name certificates (DBAs)
Military discharge records (DD-214)
Livestock brands and marks
Notary public registrations
Birth and death certificates (for events occurring in Ellis County)

The Recording Department accepts documents for recording during regular business hours. Documents may be submitted in person or by mail. For documents submitted by mail, please include a self-addressed stamped envelope for the return of the original documents after recording.

For research assistance, the office maintains public access terminals where visitors can search recorded documents. Staff members are available to provide guidance on using the search systems but cannot provide legal advice or conduct research on behalf of the public.

Remote access to many records is available through the county's online records search system, which allows users to search and purchase copies of recorded documents 24 hours a day.